Front Desk Administrative Assistant

About the Role

Provides outstanding customer service by making a positive first impression for the organization. Assists Directors in maintaining high-quality service for staff, clients, and their families. Performs data entry, verifies information, and handles routine requests for client records and related information. Coordinates business functions across departments, including personnel administration, office coordination, and specific duties assigned by the Director(s). Public contact is a major component of the position, both internal and external to the organization.

Responsibilities

• Greets clients, families, staff, and visitors as they enter the facility.
• Enforces security and visitation policies by monitoring traffic flow; ensures all visitors and clients are signed in.
• Answers all incoming telephone calls in a pleasant and timely manner, screens and transfers inbound calls, and takes messages when necessary.
• Maintains student/client records, including filing documents, thinning charts quarterly, and breaking down discharged client charts.
• Adheres to HIPAA guidelines for requests to release client information.
• Manages company credit cards by issuing, logging use, and preparing Credit Card Explanation of Charges for each transaction.
• Mails client evaluation reports to parents and primary physicians within 3 days of receipt and updates PHI forms accordingly.
• Logs daily cash, check, and credit card receipts; maintains special collection logs for events/fundraisers.
• Manages Outlook calendars, schedules appointments, and updates attendees as needed.
• Enters all student and parent information changes into online databases.
• Maintains a neat and orderly front lobby.
• Organizes programs, events, meetings, or conferences, including arranging facilities, caterers, invitations, speakers, and budgets.
• Provides administrative and programming support to various departments, including personnel administration and office coordination.
• Performs clerical duties as assigned, including opening, sorting, and distributing correspondence (email, faxes, mail).
• Schedules and assists with emergency drills and maintains documentation.
• Assists with the enrollment process, including processing enrollment packets, meeting with parents, and verifying documents for completeness and accuracy.
• Performs campus errands, including courier services.
• Works independently and within a team on special projects, including planning and coordinating presentations, disseminating information, and organizing companywide events.
• May perform direct care responsibilities as assigned.

Competencies

• Ethics: Treats people with respect, inspires trust, demonstrates professional integrity, and upholds organizational values.
• Professionalism: Communicates tactfully, participates as a team member, responds well under pressure, and meets deadlines.
• Judgment: Displays willingness to make decisions, exhibits sound and accurate judgment, and includes appropriate people in the decision-making process.
• Planning/Organizing: Prioritizes work activities, uses time efficiently, sets goals, and organizes tasks for self and others.
• Communication: Communicates clearly and persuasively, listens and seeks clarification, and participates in meetings.
• Attitude: Remains positive, flexible, and productive through changes and difficult situations; fosters working relationships.
• Problem Solving: Identifies and resolves problems in a timely manner, gathers and analyzes information, and develops alternative solutions.

Physical Demands

• Frequently required to talk or hear.
• Regularly required to walk, sit, use hands to handle or feel, and reach with hands and arms.
• Frequently required to stand, stoop, kneel, crouch, or crawl.
• Must frequently lift and/or move up to 50 pounds.
• Requires close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
• Moderate noise level in the work environment.

Requirements

• Education/Certification: High School Diploma or equivalent; Bachelor’s degree preferred.
• Experience/Knowledge: Minimum of one year of successful experience in a similar position preferred.
• Skills/Abilities:
  • Ability to follow routine verbal and written instructions.
  • Records maintenance and data entry skills; ability to find errors and inconsistencies in data.
  • Knowledge of rules and regulations regarding client records and ability to maintain confidentiality.
  • Strong customer service, interpersonal, and organizational skills.
  • Ability to stay calm in stressful moments and make effective decisions.
  • Proficiency with Microsoft Office, email, accounting software, and contract management.
  • Self-starter with strong problem-solving skills; ability to learn new systems quickly.
  • Ability to work with a variety of teams simultaneously.
• Travel Requirements: Minimal daily travel; must maintain a valid Driver’s License, current auto liability insurance, and a clean driving record.